Office Assistant 2 - Residence Life

About State University of New York at Fredonia The State University of New York at Fredonia is a comprehensive, selective, public, residential, liberal arts university located in beautiful Western New York, just minutes from Lake Erie. Founded in 1826, the university is among the oldest in the SUNY system. Fredonia is home to a world‑renowned School of Music and awards both bachelor's and master's degrees in over 100 degree programs in the liberal arts, natural and social sciences, mathematics, education, and business. Fredonia also features cutting‑edge programs in the emerging fields of technology, service, and communication. The university has continually ranked as a “best university” in U.S. News & World Report since 1989. Fredonia is known for its strong academic programs, attractive architecture and grounds, rich campus life, and commitment to student engagement and success. Fredonia is focused on ensuring that all students, utilizing knowledge developed through a broad range of intellectual experiences, will be: Skilled (develop Intellectual and Applied Skills, Literacies and Knowledge) Connected (engage Community and Diversity: Local Stewardship, Global Citizenship) Creative (demonstrate Scholarship, Artistry, and Innovation) Responsible (activate Sustainability, Ethics, Leadership, and Professionalism) Job Description The Office Assistant 2 for Residence Life provides advanced administrative and operational support for the Office of Residence Life. This position is responsible for maintaining efficient office operations, supporting housing administration processes, coordinating student services, and assisting with purchasing, scheduling, billing, and specialized housing software functions. The position requires strong organizational skills, customer service experience, attention to detail, and the ability to manage confidential information in a fast‑paced environment. Working in a team‑oriented environment and utilizing a working knowledge and understanding of SUNY and campus policies and procedures, the successful candidate will be responsible for a variety of duties that include: Administrative and Customer Service Support Maintain and model a professional, welcoming, and customer‑service‑oriented office environment while ensuring confidentiality. Provide front office support to students, parents, faculty, staff, and campus visitors. Coordinate scheduling and training of student office staff in customer service practices, telephone etiquette, and accurate communication of departmental procedures. Type correspondence, reports, records, and other materials in draft and final form. Maintain organized filing systems, records, and databases related to departmental operations. Process and forward departmental mail. Housing Operations Support Assist with housing operations and room selection processes utilizing The Housing Director (THD) housing management software. Utilize Banner to place holds on student accounts as required. Coordinate and schedule Residence Life guest room reservations for campus guests, including billing and administrative tracking. Process and maintain lost key requests, order replacement keys, and maintain associated payment records. Maintain BOSS system functions and provide residence hall card access support when other personnel are unavailable. Update and maintain Residence Life office calendars, including staff schedules and time‑off requests. Update the Residence Life events calendar with departmental programs and activities. Financial and Purchasing Responsibilities Prepare and process purchase orders and procurement documentation in accordance with SUNY and New York State purchasing procedures and guidelines. Purchase items through State contracts and assist with receiving bids and awarding contracts for standardized materials, supplies, equipment, and services. Monitor and follow up on compliance concerning purchases and requisitions. Maintain multiple Touchnet stores for Residence Life operations and payment processing. Maintain inventory of office supplies and forms and coordinate ordering of necessary materials. Technology and Office Equipment Operate office equipment including computers, printers, photocopiers, audiovisual equipment, calculators, and related technology necessary to complete assigned tasks. Perform routine office equipment maintenance such as replacing toner and paper supplies. Requirements Appointments and promotions in the New York State Civil Service are made according to principles of “merit and fitness” as mandated by the New York State Constitution. Proof of qualification rests with the applicant. The NYS Civil Service Eligible’s list will be canvassed as well as the NYS Civil Service Preferred & Transfer List. This position is part of the New York Hiring for Emergency Limited Placement Statewide (NYHELPS) program. For the duration of the NY HELPS Program, this title may be filled via a non‑competitive appointment, which means no examination is required, but all candidates must meet the minimum qualifications of the title for which they apply. Candidates on the Preferred List must be given preference. Minimum Qualification One year as an Office Assistant 1; or one year of permanent service in a clerical or keyboarding title allocated to Grade 6 or higher OR: One year of clerical experience Preferred Skills Experience with Banner, Touchnet, BOSS, or housing management software systems such as The Housing Director (THD). Knowledge of SUNY or New York State purchasing and procurement procedures. Experience in higher education or student services environments. Additional Information This is a full‑time, 12‑month contingent permanent, SG09, CSEA represented position with an entry‑level salary of $42,641. Campus business office hours are 8:00 am‑4:30 pm, Mon‑Fri. Fredonia conducts background checks on applicants. An affirmative action, equal opportunity employer, Fredonia provides for, and promotes, equal opportunity employment, compensation, and other terms and conditions of employment, without discrimination. Pursuant to university policy, the university is committed to fostering a diverse community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual's race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, or domestic violence victim status. Employees, students, applicants or other members of the university community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law, or treated adversely or retaliated against based upon a protected characteristic. The university’s policy is in accordance with federal and state laws and regulations prohibiting unlawful discrimination and harassment. These laws include the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as amended by the Equal Employment Opportunity Act of 1972, and the New York State Human Rights Law. These laws prohibit discrimination and harassment, including sexual harassment and sexual violence. #J-18808-Ljbffr State University of New York at Fredonia